University Overview

The University of Pennsylvania, the largest private employer in Philadelphia, is a world-renowned leader in education, research, and innovation. This historic, Ivy League school consistently ranks among the top 10 universities in the annual U.S. News & World Report survey. Penn has 12 highly-regarded schools that provide opportunities for undergraduate, graduate and continuing education, all influenced by Penn’s distinctive interdisciplinary approach to scholarship and learning.

Penn offers a unique working environment within the city of Philadelphia. The University is situated on a beautiful urban campus, with easy access to a range of educational, cultural, and recreational activities. With its historical significance and landmarks, lively cultural offerings, and wide variety of atmospheres, Philadelphia is the perfect place to call home for work and play.

The University offers a competitive benefits package that includes excellent healthcare and tuition benefits for employees and their families, generous retirement benefits, a wide variety of professional development opportunities, supportive work and family benefits, a wealth of health and wellness programs and resources, and much more.

Job Profile Title
Administrative Assistant B

Job Description Summary
Under the direction of a program manager, provide program and administrative/clerical support to the Division Chair, Manager, and faculty in the Teaching, Learning, and Leadership Division (TLL).

Job Description

Duties:
Assist with program administration, student recruitment and admissions. Assist with marketing and communication materials. Respond to admissions inquiries, track progress of applicants from inquiry through matriculation, prepare division correspondence to applicants, respond to email, telephone and walk-in applicant inquiries, and distribute admissions materials. Prepare division correspondence with students and alumnae, communicate with students on divisional matters, and assist with event planning for students. Provide program support to program manager, assist with course rostering, track budget-related spending. Prepare purchase orders. Provide administrative support for TLL Division Chair and faculty. Distribute mail, update and maintain divisional files. Supervise student workers and possibly part-time temporary worker. Ability to work well with individuals of diverse backgrounds essential, as is the ability to work well with faculty, students, prospective students, and staff. Ability to be highly organized, manage multiple projects, and propose solutions is essential. Strong customer-service skills and strong interpersonal skills required. Perform other duties as required.

Qualifications
H.S. Diploma or GED Required, with 3-5 years of related experience or equivalent combination of education and experience. Bachelor's degree preferred. Two to three years’ administrative/clerical experience in a college, university, academic, program management, or similar setting preferred. Excellent written and oral communication skills required. Excellent organizational skills required. Ability to communicate effectively on the telephone, in person, and in email is required. Ability to interact well with faculty, students, prospective students, and staff required. Ability to organize and prioritize assignments, as well as multi-task, required. Proficiency in Microsoft Word, Excel, PowerPoint, and internet applications on PC and Mac required. Ability to learn software required. Knowledge of Penn’s systems desirable, including SRS, Concur, Penn-in-Touch, and purchase orders.

Preferred: Experience using Concur Travel and Expense program, including domestic and international expense reporting, as well as booking domestic and international flights, for both employees, students, and guests. Events experience, including but not limited to conference registration, hotel books, and catering orders. Experience monitoring and reviewing budgets.

Preferred: Experience using Qlikview spreadsheet program. Experience using University of Pennsylvania purchasing and travel card knowledge.

Job Location - City, State
Philadelphia, Pennsylvania

Department / School
Graduate School of Education

Pay Range
$17.58 - $31.65

Affirmative Action Statement 
Penn adheres to a policy that prohibits discrimination on the basis of race, color, sex, sexual orientation, gender identity, religion, creed, national or ethnic origin, citizenship status, age, disability, veteran status, or any other legally protected class.

Special Requirements 
Background check required after a conditional job offer is made. Consideration of the background check will be tailored to the requirements of the job.